What are the responsibilities and job description for the Executive Assistant to CEO position at FMC International?
About Us
We are seeking a highly organized, proactive, and professional Executive Assistant to support our CEO in achieving strategic business goals. This role offers a unique opportunity to work closely with executive leadership in a fast-paced environment.
FMC International is a boutique surveying and consultancy company based in the US, with global branches in Cyprus, Greece, Italy and Singapore. FMC provides marine surveying, consulting, engineering, and auditing services to clients (Insurance, Commercial Shipping) globally.
Key Responsibilities
1. Executive Support
- Manage the CEO’s calendar, scheduling meetings, appointments, and travel arrangements to ensure efficient time management.
- Act as the primary point of contact for the CEO, handling inquiries, correspondence, and communication with discretion.
2. Meeting Coordination
- Organize and coordinate executive meetings, including preparation of agendas, briefing documents, and follow-up on action items.
- Attend meetings with or on behalf of the CEO, taking detailed notes and ensuring action points are tracked and completed.
- Manage virtual and in-person meeting logistics, including technology setup and catering arrangements.
3. Travel and Event Management
- Plan and coordinate international and domestic travel itineraries, including flights, accommodations, transportation, and visas.
- Organize corporate events, executive offsites, and stakeholder meetings, ensuring seamless execution.
4. Stakeholder Engagement
- Build and maintain positive relationships with internal and external stakeholders, acting as a professional representative of the CEO.
- Collaborate with key departments to gather information and provide updates on strategic initiatives.
5. Operational Efficiency
- Proactively identify opportunities to streamline processes and improve administrative workflows.
- Assist with ad hoc projects and initiatives as required by the CEO.
Qualifications & Experience Required
Experience:
- Minimum of 3-5 years of experience as an Executive Assistant, preferably supporting C-level executives in a fast-paced environment.
- Previous experience in the maritime, logistics, or transportation industry is a strong advantage.
Education:
- Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).
Skills:
- Exceptional organizational and multitasking skills with strong attention to detail.
- Outstanding written and verbal communication skills.
- High level of discretion and professionalism in handling confidential information.
- Strong problem-solving abilities and the capacity to work independently under minimal supervision.
Competencies:
- Proactive, resourceful, and solution-oriented mindset.
- Flexibility to adapt to changing priorities and manage competing deadlines.
- Ability to build and maintain strong working relationships across diverse teams and stakeholders.
What We Offer
- 21 days paid time off in a calendar year.
- Paid sick leave.
- 100% Medical, dental, and vision insurance buy company.
- 401 K to employee and company matching.
- Investment in training related to the task.
- Parking in Downtown is paid for by the office.